Executive Secretary

6 days ago

London, Greater London, United Kingdom Socrates Global Full time
Job Title: Head of Secretariat

We are seeking a highly skilled and experienced Head of Secretariat to join our team at Socrates Global.

About the Role

The Head of Secretariat plays a pivotal role in managing and coordinating the administrative, operational, and strategic functions of the secretariat.

This position ensures smooth execution of organizational policies, facilitates high-level communication, and supports decision-making processes.

Key Responsibilities
  • Strategic Leadership and Coordination
    • Lead, supervise, and oversee all secretariat activities to ensure efficiency and alignment with the organization's strategic objectives.
    • Develop and implement policies, procedures, and systems to streamline workflow within the secretariat.
    • Act as a key advisor to senior leadership, providing insights and reports on operations and governance matters.
  • Meeting and Event Management
    • Coordinate and facilitate meetings, conferences, and events for the governing bodies, committees, and senior leadership.
    • Prepare agendas, minutes, action plans, and follow up on decisions to ensure timely execution of outcomes.
    • Liaise with internal and external stakeholders for seamless logistical arrangements.
  • Operational Management
    • Manage day-to-day administrative tasks, including document management, communication, and stakeholder correspondence.
    • Evaluate records, reports, and files to ensure accuracy and accessibility as per governance standards.
    • Monitor and supervise budgets, resource allocation, and procurement related to the secretariat.
  • Stakeholder Engagement and Communication
    • Act as the focal point for internal and external communication, ensuring accurate, timely, and professional interactions.
    • Develop relationships with key stakeholders, including board members, government officials, and partner organizations.
    • Oversee drafting, editing, and distribution of official communications, reports, and documents.
  • Team Leadership
    • Recruit, train, and supervise secretariat staff to enhance team performance and individual growth.
    • Foster a collaborative, professional, and results-oriented working environment.
    • Conduct performance reviews and develop action plans to ensure team effectiveness.
Requirements
  • Fluency in Mandarin and English is required.
  • The right to work in the UK is mandatory.
  • A minimum of 5 years of experience in a senior administrative, secretariat, or governance role, with at least 3 years in a leadership capacity.
  • Excellent communication and interpersonal abilities.
  • Ability to multitask and prioritize tasks effectively.
  • Discretion and confidentiality in handling sensitive information.
Working Conditions

This role may require occasional travel and flexibility to work outside standard office hours based on organizational needs.

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